{"id":20713,"date":"2017-10-13T10:55:14","date_gmt":"2017-10-13T09:55:14","guid":{"rendered":"http:\/\/digileaders.com\/?p=20713"},"modified":"2019-01-17T09:43:25","modified_gmt":"2019-01-17T09:43:25","slug":"gdpr-will-dpo","status":"publish","type":"post","link":"https:\/\/digileaders.com\/gdpr-will-dpo\/","title":{"rendered":"GDPR: Who will be your DPO?"},"content":{"rendered":"<p class=\"p1\"><span class=\"s1\">Like many other organisations, we have been working through our GDPR compliance plan and evaluating whether we need a Data Protection Officer (DPO). Articles 37-39 of the Regulation describe the criteria for this role to be mandatory, namely, if you:<\/span><\/p>\n<ul class=\"ul1\">\n<li class=\"li1\"><span class=\"s1\">are a public authority;<\/span><\/li>\n<li class=\"li1\"><span class=\"s1\">carry out large-scale systematic monitoring of individuals; or<\/span><\/li>\n<li class=\"li1\"><span class=\"s1\">carry out large-scale processing of special categories of data or data relating to criminal convictions and offences<\/span><\/li>\n<\/ul>\n<p class=\"p1\"><span class=\"s1\">As \u2018large-scale\u2019 is not defined, the Article 29 Working Party provided some useful <a href=\"http:\/\/ec.europa.eu\/newsroom\/document.cfm?doc_id=43823\"><span class=\"s2\">FAQs<\/span><\/a> that helped us determine that we did, in fact, meet the relevant threshold, given that we process large and diverse amounts of special categories client data in the regular course of our business. Bear in mind that \u2018large scale\u2019 has nothing to do with the size of your organisation. The <a href=\"https:\/\/www.dponetwork.eu\/the-privacy-recruiters-blog\/gdpr-dpo-appointment-decision-tree-for-businesses\"><span class=\"s2\">DPO Decision Tree<\/span><\/a> provided by DPO Network Europe was also useful. <\/span><\/p>\n<p class=\"p1\"><span class=\"s1\">Having established the need, we looked at our options for appointing a DPO. This role can be an existing employee as long as there is no conflict of interest and, in fact, we can even source our DPO externally.<\/span><\/p>\n<p class=\"p1\"><span class=\"s1\">Our starting point was to make sure we understand what the DPO role entailed \u2013 almost a mini job description. So, duties are:<\/span><\/p>\n<ul class=\"ul1\">\n<li class=\"li1\"><span class=\"s1\">Inform and advise the organisation about their GDPR\/DP compliance obligations, including responsibility for DPIAs and training staff<\/span><\/li>\n<li class=\"li1\"><span class=\"s1\">Monitor that compliance with the GDPR including conducting internal audits <\/span><\/li>\n<li class=\"li1\"><span class=\"s1\">Be the first point of contact for supervisory authorities and for individuals whose data is processed <\/span><\/li>\n<\/ul>\n<p class=\"p1\"><span class=\"s1\">Practically, this means that the DPO will need be aware of and assess any new processes and systems involving personal data across any part of your business.<\/span><\/p>\n<p class=\"p1\"><span class=\"s1\">In terms of skills, the DPO needs advanced knowledge of the GDPR and other relevant DP laws. They need to understand the business, the data it handles and how to interact with the customer base and the regulator. The DPO needs to understand data security to a good level and needs to be up-to-date with the latest threats to the business and the data it protects. By the way, if you can meet this specification, there currently are plenty of jobs out there!<\/span><\/p>\n<p class=\"p1\"><span class=\"s1\">If you are looking internally, the immediate assumption might be to look for the role within your ICT department. However, this would create a conflict of interest as the regulation clearly states that the DPO cannot have a dual role of governing data protection whilst also defining how data is managed. This also rule out positions such as CEO, CFO, CIO or Head of HR whose roles may also conflict.<\/span><\/p>\n<p class=\"p1\"><span class=\"s1\">The DPO role is fundamentally about governance and compliance and internally this will be the best place to look \u2013 particularly if you have someone in place who already has a role in information governance &#8211; as long as that role is suitably senior and recognised as a board level adviser. <\/span><\/p>\n<p class=\"p1\"><span class=\"s1\">We also considered using an external or shared DPO.<span class=\"Apple-converted-space\">\u00a0 <\/span>There are plenty of companies now jumping on the bandwagon to offer a \u2018DPO as a<span class=\"Apple-converted-space\">\u00a0 <\/span>service\u2019 which, on the surface, might seem a good option.<\/span><\/p>\n<p class=\"p1\"><span class=\"s1\">This service provides a named consultant who will carry out the activities listed above on your behalf, wearing your \u2018corporate hat\u2019.<span class=\"Apple-converted-space\">\u00a0 <\/span>The virtual DPO can actually be a team of people, each providing their own specialities, as long as a specific person is nominated as the lead of the DPO function.<\/span><\/p>\n<p class=\"p1\"><span class=\"s1\">Having spoken to a few different companies, they suggest a similar model:<\/span><\/p>\n<ul class=\"ul1\">\n<li class=\"li1\"><span class=\"s1\">A number of initial on-site days getting to know the business<\/span><\/li>\n<li class=\"li1\"><span class=\"s1\">Periodic scheduled visits to get an update on changes to the business<\/span><\/li>\n<li class=\"li1\"><span class=\"s1\">Ad hoc visits\/calls to carry out impact assessments or investigate breaches under an agreed SLA<\/span><\/li>\n<\/ul>\n<p class=\"p1\"><span class=\"s1\">If you do go down this route, IAPP provide a <a href=\"https:\/\/iapp.org\/news\/a\/what-to-ask-your-potential-dpo\/\"><span class=\"s2\">useful set of questions<\/span><\/a> to ask a potential service provider.<\/span><\/p>\n<p class=\"p1\"><span class=\"s1\">How well this will work, depends largely on how complex your business is and how often you change your systems and processes. I\u2019ve already mentioned that it\u2019s important for the DPO to have a good understanding of how your business operates.<span class=\"Apple-converted-space\">\u00a0 <\/span>For an organisation like ours which is complex with a number of different types of business and dealing with a wide range of systems and processes involving personal data, the challenge for an external DPO is how to become and remain immersed in the business, without the cost becoming prohibitive. The same issues may apply to a DPO shared with another organisation.<\/span><\/p>\n<p class=\"p1\"><span class=\"s1\">Having explored the options, for us, it made sense to go down the internal route. We want to embed a culture of \u2018privacy by design\u2019 into the group, so it\u2019s important that our DPO is seen as an integral part of our business and that staff have easy access to get advice or expertise. <\/span><\/p>\n<p class=\"p1\"><span class=\"s1\">However, if you don\u2019t have anyone suitable in your organisation and your processes are less complex and don\u2019t change too frequently, the \u2018DPO as a service\u2019 may be right for you.<\/span><\/p>\n<p>&nbsp;<\/p>\n<p><a href=\"http:\/\/digileaders.com\/ideas\/\"><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter size-full wp-image-22749\" src=\"https:\/\/digileaders.com\/wp-content\/uploads\/2018\/05\/Button-colour-green-2.png\" alt=\"More Thought Leadership\" width=\"356\" height=\"74\" \/><\/a><\/p>\n","protected":false},"excerpt":{"rendered":"<p>Like many other organisations, we have been working through our GDPR compliance plan and evaluating whether we need a Data Protection Officer (DPO). Articles 37-39 of the Regulation describe the criteria for this role to be mandatory, namely, if you: are a public authority; carry [&hellip;]<\/p>\n","protected":false},"author":11,"featured_media":21501,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"class_list":["post-20713","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","topic-cyber-security","topic-emerging-tech"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v26.3 - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>GDPR: Who will be your DPO? | Digital Leaders<\/title>\n<meta name=\"description\" content=\"Like many other organisations, we have been working through our GDPR compliance plan and evaluating whether we need a Data Protection Officer (DPO). 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